City of Rolling Meadows

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1 City of Rolling Meadows REQUEST FOR PROPOSALS Consulting Services for an Enterprise Resource Planning System including project management, needs assessment, RFP development, vendor selection and ERP implementation services. RFP Submittals Due Friday, March 11, 2016 by 4:00 p.m. Submit Two Originals, Two Copies and One Electronic Copy to: City of Rolling Meadows ATTN: Justin Chiappetta, IT Coordinator 3600 Kirchoff Road Finance Department Rolling Meadows, IL Electronic copies by flash drive or to CONTACT: Justin Chiappetta, IT Coordinator or (847) The City of Rolling Meadows reserves the right to accept or reject any proposal or combination of proposals based upon the City s determination of its best interest. 1

2 Summary The City of Rolling Meadows (the City) is seeking proposals from qualified Enterprise Resource Planning (ERP) Project Management Consultants to assess the City s current computer information and accounting systems, identify the computing needs of its users, develop a Request for Proposal (RFP) for a new ERP system, evaluate the vendor s proposals, recommend a solution, and manage the implementation. Background The City desires to replace its core computer information and accounting systems with a new suite of integrated systems. The City s current financial software is more than ten years old and is need of updating to better utilize the technological advancements made within the Enterprise Resource Planning (ERP) software segment. In addition, Staff feels that the current system is lacking in overall customer response and the software is not compatible with Microsoft Office applications such as Excel. The overall goal is to implement a new system that will improve service to the City s residents, businesses, customers and increase employee productivity. Currently, the City has several separate systems/modules/software that it depends on for day-to-day operations. Many of these systems are not integrated with one another, are in need of updating or they are built on platforms that are no longer supported. The goal of a City-wide evaluation would be to consolidate as many of the legacy systems (as possible) into one central system. The consolidation offers many benefits, examples include: information consolidation, workflow improvements, streamlined business processes, reduction in custom systems and more inclusive reporting/information for management. [For example, when a resident or business pays for their real estate transfer fee, several databases need to be reviewed manually to locate outstanding fines/fees owed to the City. The data is not in one system.] The new computer information system must improve service to residents, customers, businesses and increase employee productivity. Moreover, it must be secure, and reliable. The City anticipates enhancing its process efficiencies by implementing a system that takes advantage of the most current system technology and network services. The new system must maintain its current capabilities while easily linking to third party applications for providing additional functionality not inherent in the base software. 2

3 Project Objectives There are four main objectives to be accomplished with this project. The first objective is the replacement the City s current software. The modules include General Ledger, Budgeting, Financial Reporting, Capital Asset Planning, Cash Receipts/Register, Accounts Receivable and Payable, Utility Billing, Payroll and Human Resources, and Purchase Orders. The second objective is to provide an integrated yet open suite of business applications that will enable appropriate information to be shared among City Departments as well as streamline linkages to third party applications. A modern, integrated public administration information system will streamline business processes, reduce duplicate data entry, increase employee data accuracy, allow for faster management decisions, improve workflow, and enhance business efficiencies, which will all provide improved results and better customer service. The third objective is to reduce our dependency on custom developed applications required to run the organization. The forth objective is to ensure that the City s software systems and data are maintained safely and securely. 3

4 Project Scope The project has been split into four phases: 1. City Software Needs Assessment 2. Request for Proposal Development 3. Vendor Evaluation and Selection 4. Installation and Implementation This request for proposals is for providing project management services for all four phases: 1. City Software Needs Assessment This phase will include a detailed function-by-function review of current operations. The focus of this phase is to gather functional requirements needed to run and streamline our business processes. City Departments will be interviewed to gather requirements and discuss industry best practices. The outcome of this phase will be a requirements specifications document approved by the end users of the software. 2. Request for Proposal Development Create and distribute a Request for Proposal (RFP) for the ERP Project. Identify modules which must be included in the ERP and those which would be optional. The Request for Proposal shall include the following elements: Comprehensive list of functions identified, with appropriate prioritization. Cost including purchase, lease, or a combination of lease purchase. Technical specifications required. Installation costs. Migration from old system to new cost and timeline. Training cost and timeline. Identify existing software and hardware to ensure compatibility. 3. Vendor Evaluation and Selection This phase will include the following elements: Pre-Proposal Tasks Identify qualified vendors for required systems and services. Manage vendor Question & Answer (Q & A) during pre-proposal due date timeframe. Establish and facilitate pre-proposal meeting. Work with City Staff in preparing RFP addenda. Facilitate the opening of the proposals. 4

5 Vendor Evaluation Review vendor responses and determine non-responsive proposals. Perform a comparative review of all responsive proposals for initial evaluation by selection committee. Prepare evaluation matrix for use by selection committee. Identify questions regarding vendor responses which require clarification. Compile selection committee matrix scores and create a summary report for presentation at the proposal review meeting. Facilitate selection committee meeting to determine vendor semi-finalists. Vendor Demonstration Schedule and conduct vendor demonstrations and site visits. Draft proposed agenda for use in vendor demonstrations. Provide sample demonstration scripts. Prepare vendor demo evaluation forms for use by selection committee. Reference Checking Assess vendor market presence. Provide templates for selection committee phone interviews of semi-finalists. Assist in due diligence review of vendor finalist to confirm vendor qualifications. Finalist Selection Attend meeting to facilitate discussion to select vendor finalist. Contract Negotiations Participate in meeting to discuss contract negotiating strategy. Review finalist vendor s contract and recommend changes. Assist in negotiation of final contract. Attend all appropriate Board meetings and present when necessary. 4. Installation and Implementation The installation and implementation phase will include the following: Prepare an activity-level implementation plan. Meet with vendor representatives to communicate timetables and expectations. Monitor vendor compliance to the negotiated contract. Identify and address ways to minimize project risks. Monitor data conversion/migration. Review project change orders initiated either by the Client or software vendor. 5

6 Establish standards/metrics for evaluating the software vendor s performance. Provide guidance in conducting user acceptance testing. Review and comment, as needed, on progress towards achieving activities and milestones defined in the project timeline. Identify areas where additional user training is required. Authorize system acceptance for project closeout. General Provisions & Disclaimers This Request for Proposal (RFP) is not a commitment or contract of any kind. The City reserves the right to pursue any and/or all ideas generated by this request. Costs for developing submissions are entirely the responsibility of the respondents and shall not be reimbursed. The City reserves the right to reject any and all submissions. The City reserves the right to waive any requirements of this RFP when it determines that waiving a requirement is in the best interest of the City. Submittals are public records subject to disclosure under the Freedom of Information Act (FOIA). The City cannot guarantee that any information submitted in response to the RFP will remain confidential. Selection Criteria The City reserves the right to designate respondents as qualified and to prepare a list ranking those designated as qualified on the basis of the City s determination, in its sole discretion, of the best interests of the City and the project. The following criteria will be used in the evaluation and selection of the vendor. Note that this is not a comprehensive list and is not in order of priority: 1. Vendor stability and market experience. 2. General knowledge of the ERP software industry and products. 3. Experience working with municipalities of similar demographics to the City of Rolling Meadows. 4. Experience with process reengineering in a municipal government environment. 5. Demonstrated knowledge of industry best practices. 6. Experience performing the needs analysis and requirements gathering process. 7. Experience in development of a RFP. 8. Experience in identifying software/reseller selection criteria and weighting. 9. Experience with the RFP process including scope definition, software selection criteria, developing a scheme for weighting or otherwise prioritizing the criteria. 10. Experience with all phases of ERP implementation including installation, customization, go-live and change management. 11. Experience negotiating contracts for the procurement, installation, customization and implementation of ERP software products. 12. Project planning and approach. 13. Team organization and experience of individual team members. 14. Completeness of work plan. 6

7 15. Projected length of project. 16. Cost. 17. Expandability, longevity and integration with future software needs. 18. Data integrity and security. Proposed Project Schedule The schedule below is tentative and based on the City s current expectations. The dates are subject to change as the project evolves. February 11, 2016 March 11, 2016 March 21 st 31 st April 19, 2016 April 26, 2016 May 2, 2016 Request for Proposal (RFP) Released for ERP Project Management Consultants. RFP deadline for ERP Project Management Consultants. Interviews with selected firms. Recommend ERP Project Management Consultant to the City Council at the Committee-of-the-Whole Meeting (Attendance by the firm is expected, presentation may be required). Award contract for ERP Project Management Consulting Services at the City Council Meeting (Attendance by the firm is expected). Begin Analysis and Design Phase. Vendor Questions All questions pertaining to this Request for Proposal must be submitted in writing via to by Friday, February 19, Answers will be ed to all the proposal respondents no later than three days later after questions are received by the respondents. Requirements Consultants eligible for Request for Proposal must not have affiliation or be a reseller of any software or enterprise system proposed. The Consultant s proposal shall be organized so that the outline generally follows the format of this Request for Proposals. For each of the following items, proposals should cite examples of the previous work and provide details of the project, scope of work performed, deliverables, and roles and responsibilities: 1. Company Background including: a. Experience and first-hand knowledge of software selection of Enterprise Resource Planning (ERP) products and modules. b. Experience in Needs and Risk Assessments. c. Experience in Business Process analysis and documentation in municipal government. 7

8 d. Experience in conveying industry best practices and gathering/ articulating functional requirements across City Departments. e. Experience in Request for Proposal development. f. Experience determining RFP evaluation criteria. g. Experience in software selection. h. Experience in analysis and risks of business process change and change management in relation to the implementation of an ERP system. i. Experience with all phases of ERP implementation including installation, customization, go-live and change management. j. Experience negotiating contracts for the procurement, installation, customization and implementation of ERP software products. 2. Approach and methodology for this project including a detailed timeline that corresponds to the functions listed in the methodology. 3. Provide an anticipated timeline for the project. 4. Cost Proposal for this project. The firm should provide a not-toexceed fee to complete the phases of the entire project. The professional services fee should also be inclusive of all travel and incidental expenses. Costs should be broken out for each of the four (4) phases of the project as defined previously. Phase Hours Fees ERP City Software - Needs Assessement $ ERP RFP Development $ ERP Vendor Evaluation & Selection $ ERP Installation & Implemenation $ Total $ 5. References: Provide at least three (3) references of previous projects similar in scope to that described in this RFP for an organization similar in size, scope and function to the City of Rolling Meadows. Include: 8

9 a. Name of organization. b. Contact information. c. Systems recommendations. d. Description and final result of project. e. Time frame, original budget and final cost of the project. The project referenced must be fully completed. Partially completed projects or projects currently active should not be included in the three (3) references. Responses should also include staffing information and other relevant information to the project. Award of Contract The award of any Contract may be made to the Consultant who submits the proposal which is in the best interest of the City of Rolling Meadows as evaluated by City Staff. In addition, the City reserves the rights to accept or reject any and all proposals, to waive any informality in any proposals, and to accept any proposals considered advantageous to the City. Rights The City reserves the right, in its sole discretion, to modify, suspend or cancel the project. The City reserves the right to modify, suspend or cancel any and all aspects of the selection process, including but not limited to this RFP, and any and all portion of the developer selection process in or subsequent to the RFP. The City reserves the right to obtain further information from any respondent, to waive any defects as to form or content in the RFP or any other step in the selection process, to reject any and all responses submitted, and to accept or reject any developer for entry into exclusive negotiations, a personal services contract, and/or agreement. Proposals Proposals must be received by 4:00 p.m. on March 11, Proposals received after this date and time will be rejected and returned unopened. Delivery is the responsibility of the proposer. Proposal for ERP Project Management Consulting Services for City of Rolling Meadows And addressed to: City of Rolling Meadows ATTN: Justin Chiappetta, IT Coordinator 3600 Kirchoff Road Rolling Meadows, IL

10 Questions regarding the proposal will be accepted through Friday, February 19, Questions should be directed to: Justin Chiappetta, IT Coordinator Phone: (847) * * ** * ** * * IMPORTANT! All proposals must be received at the City of Rolling Meadows Finance Department no later than 4:00 p.m. on Friday, March 11, This RFP must be signed by an official of the proposing firm having authority to act on behalf of the firm. 10

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